EVENTS SPEC 2

About the role

The Transaction & Project Coordinator serves as a key contributor to the planning, coordination, and execution of events and engagement activities that support the mission and strategic priorities of the HEDI office. This role leads end-to-end event development—including project planning, logistics, budget tracking, policy compliance, vendor coordination, and creation of event materials—ensuring high-quality experiences for UC Davis Health learners, staff, faculty, and community members.

In addition to managing events, the Transaction & Project Coordinator provides project-management support for special initiatives across HEDI portfolios, including developing work plans, coordinating timelines and deliverables, preparing communications, analyzing data trends, and recommending improvements to advance organizational goals. The position also serves as an internal consultant, offering event and engagement expertise to team members, leaders, and collaborative partners.

The Transaction & Project Coordinator applies broad knowledge of UC Davis Health and campus policies to evaluate issues, identify solutions, and adapt to evolving priorities. The role requires strong independent judgment, excellent customer-service skills, and the ability to maintain professionalism while engaging with diverse stakeholders. As a representative of HEDI, the Transaction & Project Coordinator supports outreach efforts, fosters community engagement, and contributes to the sustainability and success of HEDI programs and initiatives.

This position reports to the Chief Administrative Officer and serves as a support partner to HEDI portfolios for engagement-related activities as assigned.

Responsibilities

• 55% - Events Specialist: Lead full-cycle event management, including planning, logistics, production flow, and execution of large-scale, high-visibility events.
• 40% - Project, Portfolio, and Special Projects Support: Develop work plans, coordinate timelines and deliverables, prepare communications, analyze data trends, and recommend improvements for HEDI initiatives.
• 5% - HEDI Team Member: Provide event and engagement expertise to team members, leaders, and partners; support outreach and community engagement efforts.

Requirements

• 3–5 years of experience in full-cycle event management, including planning, logistics, and execution of large-scale, high-visibility events.
• 3–5 years of project-management experience, including meeting facilitation, agenda preparation, and action-item tracking.
• Working knowledge of event planning, production, and public relations principles and practices.
• Advanced organizational and multitasking abilities, with the capacity to prioritize independently and manage competing deadlines in a fast-paced environment.
• Excellent communication skills, including clear verbal, written, and interpersonal communication with faculty, staff, students, leadership, and community members.
• Demonstrated ability to work effectively with diverse populations, applying inclusive, equity-centered event practices.
• Experience with budgeting and financial oversight, including preparing, tracking, and reconciling event budgets while ensuring compliance with university policies.
• Strong analytical and problem-solving skills, including the ability to make independent decisions, navigate ambiguity, and develop solutions.
• Technical proficiency with Windows OS, Microsoft Office Suite, and the ability to generate data, reports, communications, and event documentation.
• Ability to collaborate and build consensus with internal and external partners, including executive leadership, faculty, officials, learners, and community stakeholders.
• Ability to work professionally under pressure and tight deadlines while ensuring excellent customer service.

Preferred Qualifications

• Proficiency with UC systems and administrative tools, such as Aggie Expense, ConnexUC/BCD Travel, Qualtrics, and related financial or travel platforms.

About the department

The Office for Health Equity by Design for Inclusive Excellence (HEDI) is dedicated to ensuring fair treatment and access to healthcare for individuals of all genders, races, backgrounds, or identities. HEDI promotes fair policies, builds trustworthy community partnerships, and encourages lifelong learning to advance health equity. The office is responsible for reporting, consulting, coaching, and training the UC Davis Health campus in areas of inclusive excellence.

The incumbent will support HEDI programs and initiatives that enhance and advance UC Davis Health’s values of kindness, trust, and inclusion, integrating the Principles of Community across clinical care, research, and education.

Pay

$28.16 - $48.47 per hour.

Schedule

Full-time (100%), Monday–Friday, 8:00 AM–5:00 PM. This position is hybrid (mix of on-site and remote work).

Benefits

• High-quality, low-cost medical plans for you and your family.
• UC-paid dental and vision insurance premiums.
• Extensive leave benefits, including pregnancy and parental leave, family & medical leave, and paid holidays.
• Paid time off, vacation, and sick time as stipulated in UC Davis Health policies.
• Continuing Education (CE) allowance and Education Reimbursement Program.
• Access to free professional development courses and learning opportunities.
• WorkLife and Wellness programs and resources, including on-site Employee Assistance Program with free mental health services.
• Supplemental insurance options, including additional life, short/long-term disability, pet insurance, and legal coverage.
• Public Service Loan Forgiveness (PSLF) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles.
• Retirement benefit options, including pension and other retirement savings plans.

Physical Demands

• Standing: Occasional, up to 3 hours.
• Walking: Occasional, up to 3 hours.
• Sitting: Frequent, 3 to 6 hours.
• Lifting/Carrying: Occasional, up to 50 lbs.
• Pushing/Pulling: Occasional, up to 50 lbs.
• Bending/Stooping/Squatting/Kneeling/Twisting/Climbing/Reaching overhead: Occasional, up to 3 hours.
• Keyboard use/repetitive motion: Frequent, 3 to 6 hours.

Environmental Demands

• Loud noise levels: Occasional, up to 3 hours.
• Marked changes in humidity or temperature: Occasional, up to 3 hours.
• Operating motor vehicles and/or equipment: Occasional, up to 3 hours.
• Extreme temperatures: Occasional, up to 3 hours.
• Uneven surfaces or elevations: Occasional, up to 3 hours.

Mental Demands

• Sustained attention and concentration: Frequent, 3 to 6 hours.
• Complex problem-solving/reasoning: Frequent, 3 to 6 hours.
• Ability to organize & prioritize: Frequent, 3 to 6 hours.
• Communication skills: Continuous, 6 to 8+ hours.
• Numerical skills: Frequent, 3 to 6 hours.
• Constant interaction and customer/patient contact: Frequent, 3 to 6 hours.
• Multiple concurrent tasks: Continuous, 6 to 8+ hours.